Time limit for receipt of tenders or requests to participate

Date: 02/11/2020

Local time: 15:00

The Contracting Authority is procuring term maintenance contracts to undertake responsive maintenance including out of hours emergency callouts, void property works which may include major component replacement and minor planned maintenance works.

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United Kingdom-Kingston upon Thames: Construction work

2020/S 193-467827

Contract notice

Works

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Hastoe Housing Association Ltd
National registration number: 16243R
Postal address: Marina House, 17 Marina Place, Hampton Wick
Town: Kingston upon Thames
NUTS code: UKH2 Bedfordshire and Hertfordshire
Postal code: KT1 4BH
Country: United Kingdom
Contact person: Jeremy Lake
E-mail:
Telephone: +44 1737249475
Fax: +44 1737242012

Internet address(es):

Main address: www.hastoe.com/

Address of the buyer profile: www.hastoe.com/

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.etenders.rand-associates.co.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.etenders.rand-associates.co.uk

Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Responsive Maintenance and Void Property Works

II.1.2)Main CPV code

45000000 Construction work

II.1.3)Type of contract

Works

II.1.4)Short description:

The Contracting Authority is procuring term maintenance contracts to undertake responsive maintenance including out of hours emergency callouts, void property works which may include major component replacement and minor planned maintenance works.

Their mission is to create strong and sustainable communities where people flourish and they are committed to making a positive difference to peoples’ lives.

They are seeking to appoint Service Providers to deliver maintenance to the highest possible standards and who have a proven track record in the delivery of these works.

The successful service providers must be able to show a commitment to providing effective services that provide value for money and demonstrate a commitment to addressing social inclusion, and high levels of customer care.

The contract will be for 48 months commencing on or about the 1 March 2021 with an option to extend for up to a further 4 years.

II.1.5)Estimated total value

Value excluding VAT: 8 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

Maximum number of lots that may be awarded to one tenderer: 2

II.2)Description

II.2.1)Title:

Lot 1: Area 3 (Hertfordshire, Essex and Suffolk)

Lot No: 1

II.2.2)Additional CPV code(s)

50800000 Miscellaneous repair and maintenance services

II.2.3)Place of performance

NUTS code: UKH3 Essex

NUTS code: UKH14 Suffolk

NUTS code: UKH23 Hertfordshire

Main site or place of performance:

Hertfordshire, Essex and Suffolk.

II.2.4)Description of the procurement:

The contracting authority is seeing to appoint a service provider to provide maintenance services to their various dwellings and schemes located in their area 3 management area. The current property portfolio comprises 833 rented and 385 non rented properties located in Hertfordshire, Essex and Suffolk with an ongoing development programme. The maintenance services will include responsive maintenance, out of hours emergency callouts, void property works, some major component (kitchens, bathrooms, domestic rewires, electric heating, central heating and boiler renewals and upgrades) renewals, disabled adaptations and other minor planned maintenance works.

The contracting authority reserves the right to add additional services of a similar nature throughout the duration of the contract subject to the terms of Regulation 72 of the Public Procurement Regulations 2015 (as amended).

Full details of all dwellings and schemes that will receive maintenance services and which are included in the proposed contract are provided in the procurement documents. Units and schemes may be added or deleted both prior to commencement of the contract and during the contract period in accordance with the development and acquisitions/disposal programme.

The proposed initial contract period will be 48 months commencing on or before the 1 April 2021, all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining key performance indicators and with the contracting authority having the option to extend for a further 4 years by means of one or more extensions. The annual budget for this contract is GBP 580 000 excluding VAT.

The service provider will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the contracting authority and their residents and must be responsive to achieving collaborative working practices, innovation and continuous improvement, demonstrate commitment to addressing social inclusion, and achieving high levels of customer satisfaction.

The contract will be based on the JCT Measured Term Contract 2016 with amendments, incorporating the M3NHF Schedules of Rates Version 7.1 in respect of responsive maintenance and void property works, and planned maintenance and property reinvestment.

The contracting authority cannot guarantee the extent or value of any works that may be awarded to the service provider.

TUPE may apply to this Contract.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 4 640 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 96

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Lot 2: Area 4 (Bedfordshire, Buckinghamshire and Oxfordshire)

Lot No: 2

II.2.2)Additional CPV code(s)

50800000 Miscellaneous repair and maintenance services

II.2.3)Place of performance

NUTS code: UKJ1 Berkshire, Buckinghamshire and Oxfordshire

NUTS code: UKH2 Bedfordshire and Hertfordshire

Main site or place of performance:

Bedfordshire, Buckinghamshire and Oxfordshire.

II.2.4)Description of the procurement:

The contracting authority is seeing to appoint a service provider to provide maintenance services to their various dwellings and schemes located in their area 4 management area. The current property portfolio comprises 610 rented and 270 non rented properties located in Bedfordshire, Buckinghamshire and Oxfordshire with an ongoing development programme. The maintenance services will include responsive maintenance, out of hours emergency callouts, void property works, some major component (kitchens, bathrooms, domestic rewires, electric heating, central heating and boiler renewals and upgrades) renewals, disabled adaptations and other minor planned maintenance works.

The contracting authority reserves the right to add additional services of a similar nature throughout the duration of the Contract subject to the terms of Regulation 72 of the Public Procurement Regulations 2015 (as amended).

Full details of all dwellings and schemes that will receive maintenance services and which are included in the proposed contract are provided in the procurement documents. Units and schemes may be added or deleted both prior to commencement of the contract and during the contract period in accordance with the development and acquisitions/disposal programme.

The proposed initial contract period will be 48 months commencing on or before the 1 March 2021, all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining key performance indicators and with the contracting authority having the option to extend for a further 4 years by means of one or more extensions. The annual budget for this contract is GBP 420 000 excluding VAT.

The service provider will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the contracting authority and their residents and must be responsive to achieving collaborative working practices, innovation and continuous improvement, demonstrate commitment to addressing social inclusion, and achieving high levels of customer satisfaction.

The contract will be based on the JCT Measured Term Contract 2016 with amendments, incorporating the M3NHF Schedules of Rates Version 7.1 in respect of responsive maintenance and void property works, and planned maintenance and property reinvestment.

The contracting authority cannot guarantee the extent or value of any works that may be awarded to the service provider.

TUPE may apply to this contract.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 3 360 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 96

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

Bidders are advised that the contract requires the provision of employment and training opportunities to new entrant trainees and others.

Key performance indicators will be incorporated into the contract.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 02/11/2020

Local time: 15:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 02/11/2020

Local time: 15:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3)Additional information:

All documentation can be downloaded from https://etenders.rand-associates.co.uk, eTenders@Rand is Rand Associates Consultancy Services Ltd’s e-procurement portal (the ‘Portal’) for downloading/submission of tender documentation, and communicating requests for and responses to clarification.

All requests for procurement documentation, communications and submissions of tenders must be made via the Portal, which can be accessed at https://etenders.rand-associates.co.uk

After creating an account on eTenders@Rand, users will receive an email with a link to activate their account.

Once activated and logged in, users will need the following code to register for the tender documentation: HASTOE1

Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear.

All queries and any clarification must be communicated using the secure email messaging function within the Portal, but to be received no later than 17.00 on 26 October 2020.

This will provide an audit trail of all clarification requests and responses issued.

It will not be possible to respond to any queries received after that stipulated date and time.

It is the economic operators’ responsibility to regularly monitor communications raised and issued through the Portal.

Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system.

The identity of the economic operator seeking clarification will not be disclosed to other economic operators.

When uploading tender documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic etc as these may impact on the time taken to complete the transaction.

Uploading of submissions must be completed by the deadline closing date and time.

DO NOT wait until too near the closing time on the return date.

The closing deadline for uploading completed tender submissions is 2 November 2020 at 15.00.

Please note that the Portal will not permit tender submissions to be uploaded after the closing deadline.

Tender submissions and supporting documents will be visible to the client and Rand Associates Consultancy Services Ltd only after the closing deadline.

Should users have any queries, or experience difficulties with the registration or download/upload system, they should contact the eTenders@Randhelpdesk by calling +44 (0)1737 225 077 (ask for Jeremy Lake, Chris Atkin or Jonathan Case) or email .

The contracting authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or to award a contract for part of the works at its sole discretion.

The contracting authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion.

For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with the contracting authority shall be incurred entirely at that applicant’s/tenderer’s risk.

The subject matter of the contract has been scoped to take into account the priorities of the contracting authority relating to relating to economic, social and environmental well-being.

These are described in the procurement documents.

The contracting authority reserves the right to procure similar or identical works outside of the contract.

A contract will not be binding until it has been signed and dated by authorised representatives of both parties.

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court of England and Wales
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

Official name: High Court of England and Wales
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to all economic operators.

The standstill period provides time for unsuccessful economic operators to challenge the award decision before the contract is entered into.

The Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to take action in the High Court of England and Wales.

VI.4.4)Service from which information about the review procedure may be obtained

Official name: Cabinet Office
Postal address: 70 Whitehall
Town: London
Postal code: SW1A 4AS
Country: United Kingdom

VI.5)Date of dispatch of this notice:

30/09/2020